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Issue:
July 2014

PROV Bytes

What to archive? What not to archive? Share your views

Draft Appraisal Statement for Public Records required as State Archives
- See more at: http://prov.vic.gov.au/?page_id=589#sthash.OefS3YZL.dpufggg

We invite you to review and comment on the proposed Appraisal Statement for Public Records required as State Archives.This is your opportunity to tell us whether this statement will ensure that we collect and preserve the records which are important and valuable to Victorian people and communities, well into the future.
 

This is in order to:

  • preserve evidence of past decisions and actions;
  •  support transparency, openness and accountability in government;
  • preserve the documented memory of government and its citizens;
  • support research by providing documentary evidence for academic and research communities and the general public;
  • support individuals and communities to reconnect and preserve identity and memory and facilitate redress, recovery and reconciliation
Help us do that! Provide your comments on the Draft Appraisal Statement for Public Records as State Archives (PDF, 140kB).

Comment period will close at 5pm Thurs. 31 July 2014,Please send all feedback to Julie McCormack at agency.queries@prov.vic.gov.au

For more information on disposal and transfers, be sure to visit the Disposal and Transfer page at Public Record Office Victoria

Background
A key recommendation of the Public Record Office Victoria Disposal Review called for the development of a comprehensive appraisal statement that sets out the areas of government activity that required permanent retention as State Archives, and this statement guides the identification of permanent records. 

This is in order to:

  •  preserve evidence of past decisions and actions;
  •  support transparency, openness and accountability in government;
  • preserve the documented memory of government and its citizens;
  • support research by providing documentary evidence for academic and research communities and the general public;
  • support individuals and communities to reconnect and preserve identity and memory and facilitate redress, recovery and reconciliation.
- See more at: http://prov.vic.gov.au/?page_id=589#sthash.OefS3YZL.dpuf



The draft statement draws on appraisal concepts outlined in pre-existing Public Record Office Victoria documents Developing RDA Guideline and Appraisal Guideline, with enhancements drawing on the work of the National Archives of Australia, National Archives UK and Queensland State Archives. The statement forms one element in the development of a new framework for disposal authorisation in Victorian government.

 It is intended to sit alongside a high-level macro appraisal policy that identifies significant functions of government and provides guidance to support a risk based approach to disposal.The document sets out the characteristics of permanent value records and provides for illustrative purposes examples of records from the Public Record Office Victoria collection that demonstrate the characteristics.

Digest

Information from Government Services to help you manage your digital and physical records

Faced with the task of managing an upcoming machinery of government change, amalgamation, site closure, transfer of responsibilities or legislative changes affecting functions of government?

Public Record Office Victoria has a suite of Standards and Policy documents that outline the steps required to plan, implement and review a transfer of record custodianship between government agencies, including;

PROS 10/17 G4 Transfer of Custodianship Guideline
Covers the steps required to plan, implement and review a transfer of record custodianship between government agencies.

PROS 10/17 G1 Functional Analysis Guideline
Provides a recommended methodology for planning and conducting an analysis of an agency’s functions and activities.

PROS 10/13 G4 Transfer of State Archives: Physical Guideline
Covers the steps required to plan, implement and review a transfer of permanent physical records to PROV custody in order to become State Archives.

Transferring Records to PROV - Fact Sheets
A suite of fact sheets to assist in understanding the transfer process.
 

What's on

July / August / September

Sailing into Melbourne is an exhibition showcasing major records covering grim stories of quarantine, devastating shipwrecks and grand voyages from Australia to Europe carrying large amounts of gold.

Visitors will learn the fascinating history of the Port of Melbourne including technological changes, and how it has kept up with the needs of a growing city.

Sailing into Melbourne is on display now at the Old Treasury Building. Entry is free!
Tour of the Archives : Mon 21 Jul

Family History Research intro : Tue 19 Aug

Heritage Research (Land & Buildings) : Thu 25 Sep

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